Vehicles purchased from either BCA or Manheim, can now be created in Portal by uploading the PDF invoice. This feature will automatically create the following:
- A vehicle stock record with the Supplier and Purchase Price fields completed with the information from the invoice.
- Any costs on the invoice will be automatically added to the Purchase Costs section of the record.
- Specification and Valuation lookups automatically completed if you use AutoTrader Connect.
How to Upload your BCA or Manheim Invoice
From the Vehicle Stock Book, click on Actions and select Import from PDF from the drop down options.
You can either drag and drop your invoice into the grey box or click Browse Files to search for the file on your device.
Please note you can only upload the original invoice you have received from BCA or Manheim. Scanned copies will not work.
You can upload multiple documents in one go, or if you have 1 invoice with multiple vehicle purchases on it, that can also be uploaded.
The uploader will confirm once the invoices have finished processing. If any vehicles already exist in stock, a record will not be created.
Once all documents have been uploaded, you can close the PDF Uploader.
If the document you have uploaded is not recognised as a BCA or Manheim invoice, the uploader will not work and the vehicle will need to be created manually.
Viewing the Vehicle Records
Once the processing has finished, a vehicle record will be created in your Vehicle Stock Book. The Vehicle Record will have the following information added from the invoice:
- Purchase type, buying price and VAT
- Supplier
- Any Costs – the date of the cost will use the invoice date
All of this information can be viewed within the Purchase section of the vehicle record.
A note will also be added to the record to confirm the file that was used to create the record. This can be found within Additional > Notes.
Printing the Purchase Invoice
The Purchase Invoice will not be marked as printed so this step will still need to be completed. Within the vehicle record go to Purchase > Purchase, check the purchase price and click Print Purchase Invoice. Enter the invoice date and click Create Invoice.
You can then Print or Save as PDF to mark the Purchase Invoice as printed. Once the purchase invoice has been printed, you cannot edit or change the purchase information.
Specification & Valuation Data
If you use Dragon Portal to feed to your AutoTrader account, when the vehicle record is created via the PDF Uploader, Specification and Valuation lookups will automatically be completed.
This information can be viewed within the Advertising section of the vehicle record.
Margin Vehicles with Costs
If your BCA or Manheim invoice is for a Margin Scheme vehicle and has additional invoice lines with No VAT, these costs will be added to the price of the vehicle, and this figure will be entered as the Purchase Price.
As the costs have been included in the Purchase Price, they will not be entered into the Costs section.
If the invoice has additional invoice lines that include VAT, these will be entered into the cost section of the record with the relevant VAT applied.